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Absence Validation for Truancy Chronic Absenteeism Extract

Contents

Introduction

This extract generates a comma separated value (CSV) file that includes student absence data from the following tables and fields:

  • Students Table
    • students.last_name
    • students.first_name
    • students.student_number
  • S_OH_STU_Truancy_Hours_C Table
    • s_oh_stu_truancy_hours_c.id
    • s_oh_stu_truancy_hours_c.studentsdcid
    • s_oh_stu_truancy_hours_c.date_absent
    • s_oh_stu_truancy_hours_c.hours_absent
    • s_oh_stu_truancy_hours_c.whencreated
    • s_oh_stu_truancy_hours_c.whenmodified
  • S_OH_STU_Truancy_Events_C Table
    • s_oh_stu_truancy_events_c.absence_event
  • Attendance Table
    • attendance.att_comment
  • Attendance Code Table
    • attendance_code.att_code
  • Derived from Attendance and Attendance Code data
    • derived.excused
    • derived.time_in
    • derived.time_out
  • Schools Table
    • schools.abbreviation

Selection Criteria

Students are selected for the report as follows:

  • Students who have absences between the report start and end dates
  • Students who are enrolled at some point between the report start and report end dates
  • Student who are not flagged to be excluded from state reporting


This report can be used to edit/update/add data to the S_OH_STU_Truancy_Hours_C table via the Import Data Manager function. Results with blank values for the S_OH_STU_Truancy_Hours_C table fields indicate that the absence was entered without accessing the Daily Attendance page. Users do NOT need to import data into this table for these records unless edits are required. These absences will be included in all EMIS reports as expected.

Report Input

For help with navigation and running the report, see How to Find and Generate a Report.

Field

Description

Schools for which to run?*

If run at the district level, choose one of the following:

  • Select Multiple Schools – Select schools to include in the report. To select a single school, click that school. To select multiple schools, use Ctrl+Click and select each school to be included. Select schools to include in the report
  • All Schools – Run the report for the entire district.

If run at the school level, the report includes all records associated with the current school that meet the selection criteria. To change the current school, click School at the top of the page and choose the appropriate school from the list.

Report Start Date*

Enter the start date for scanning school enrollments.

Format: [M]M/[D]D/[YY]YY

Report End Date*

Enter the end date for scanning school enrollments.

Format: [M]M/[D]D/[YY]YY

Current Selection Students*

Indicate which students to include in the report by selecting one of the following options:

  • The Selected [number] Students Only – Run the report for students in the current selection.
  • All Students – Run the report for all students in the current school or district that meet the selection criteria.

Note: If running the report for a single student, or group of students, select the students prior to running report.

Scheduling

Run Now

Select this option to execute the report in the order it is received in the report queue.

Schedule (available Version 7.1.1.)

Enter the start date and start time for the report.

  • Select Run Once and Submit to run the report at the specified date and time.
  • Select Repeat to set future dates (Daily, Weekly, Monthly, Yearly) and Submit.

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Report Output

Each of the fields displayed in the output of the report are described below. See Understanding the Report Output Table for a definition of each column in the table.

Item #

Data Element

Description

[Table]FieldName

Field Type

1

Last Name

This column contains the student’s last name. This value is extracted from the Demographics page, Start Page > Student Selection > General Demographics.

[Students]last_name

 

Alpha-numeric

2

First Name

This column contains the student’s first name. This value is extracted from the Demographics page, Start Page > Student Selection > General Demographics.

[Students]first_name

Alpha-numeric

3

Student Number

This column contains the student’s number.

[Students]Student_Number

Alpha-numeric

4

ID of record

This column contains the ID of the record in the table.  This is needed for importing edits to the record in this table.

[S_OH_STU_TRUANCY_Hours_C]id

Numeric

5

StudentsDCID

This column contains the DCID of the student.  This is the foreign key for importing edits and new records to the table.

[S_OH_STU_TRUANCY_Hours_C]studentsdcid

Numeric

6

Date Absent

This column contains the date of the absence for the record.

[S_OH_STU_TRUANCY_Hours_C]date_absent

Date

7

Hours Absent

This column contains the hours/minutes absent expressed in decimals after converting from hours:minutes.

[S_OH_STU_TRUANCY_Hours_C]hours_absent

Numeric

8When CreatedThis column contains the time stamp associated with the creation of the record.[S_OH_STU_TRUANCY_Hours_C]whencreatedDate
9When ModifiedThis column contains the time stamp associated with the creation of the record.[S_OH_STU_TRUANCY_Hours_C]whomodifiedDate
10Attendance CommentThis column contains the attendance comment associated with the record and is truncated at 140 characters.[Attendance]att_commentAlpha-numeric
11

Attendance code

This column contains the attendance code associated with the record.

[Attendance_Code]att_code

Alpha-numeric

12Derived.Calculated_Hours_AbsentThis column contains the calculated absence time based off time in / time out on the attendance page, if time in / time out is entered.DerivedNumeric

13

Derived - Excused or Unexcused

This column contains the value excused or unexcused based on the set-up of attendance code categories and attendance codes. The value is derived based on set-up.

Derived

Alpha

14Derived Time InThis column contains the Time In entered for the record. It is converted from the 'seconds to midnight' format in the database to hours:minutes in military timeDerivedNumeric
15Derived Time outThis column contains the Time Out entered for the record. It is converted from the 'seconds to midnight' format in the database to hours:minutes in military timeDerivedNumeric

16

School Abbreviation

This column contains the abbreviation identifying the school the student attends. This field value is extracted from the Edit School page, Start Page > District Setup > Schools/School Info.

[Schools]abbreviation

Alpha-numeric

17

Truancy EventThis column contains the code for the most recent truancy event (if any) associated with the student. It does not relate to any attendance record.[S_OH_STU_Truancy_events_c]absence_eventAlpha

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